# Data migration

## Objective

This guide describes, in practical terms, how historical data is analyzed, prepared, migrated, validated, and switched over to Unifize. It focuses on scope, responsibilities, accepted file formats, timelines, risks, and acceptance criteria. The goal is a predictable migration with auditable outcomes.

***

## Roles and Responsibilities

Successful migration depends on defined ownership. The roles below are used throughout this guide.

| **Customer Champion**                      | Leads the customer side of the project. Defines what must be migrated versus archived, confirms continuity requirements, coordinates SMEs, and signs off on scope, validation results, and cutover readiness. |
| ------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Customer Subject-Matter Experts (SMEs)** | Provide business rules (e.g., which suppliers are active, part numbering conventions), prepare source data, and perform business validation during testing.                                                   |
| **Unifize Implementation Team**            | Advises on feasibility and scope, provides templates and mapping guidance, performs scripted imports, configures Unifize processes, supports validation, and manages hypercare after go‑live.                 |

***

## Supported Source States and Typical Timelines

The activities and ranges below assume a named Customer Champion, timely access to source data, and SME availability for validation. Ranges extend if prerequisites are not met.

<table data-header-hidden><thead><tr><th width="174.60546875">Source State</th><th width="185.095703125">Typical characteristics</th><th width="241.11328125">Key activities</th><th>Typical timeline*</th></tr></thead><tbody><tr><td><strong>Paper‑based</strong></td><td>Binders, signed forms, scanned PDFs</td><td>Scan documents; apply OCR where text is required; upload final controlled documents; re‑enter key master data; decide continuity vs. archive for historical records</td><td><em>8–12 weeks</em></td></tr><tr><td><strong>Excel trackers</strong></td><td>NCR/CAPA/audit logs in XLS/XLSX/CSV</td><td>Normalize headers; export CSV; scripted imports; upload supporting evidence separately</td><td><em>6–8 weeks</em></td></tr><tr><td><strong>Excel + linked documents</strong></td><td>Trackers referencing files in SharePoint/OneDrive/Drive</td><td>Map tracker rows to Unifize record types; resolve/repair links; scripted imports; bulk upload disconnected files</td><td><em>8–10 weeks</em></td></tr><tr><td><strong>Legacy/homegrown systems</strong></td><td>Access/FileMaker; QMS/PLM/CMMS/DMS; vendor‑provided exports</td><td>Obtain CSV/XML/JSON exports; perform schema mapping; transform and run scripted imports</td><td><em>10–14 weeks</em></td></tr><tr><td><strong>Hybrid</strong></td><td>Mixture of paper, spreadsheets, and systems</td><td>Prioritize master data and live processes; phase migration of historical records by compliance priority</td><td><em>12–16 weeks</em></td></tr></tbody></table>

\*Assumes timely data access, prepared CSVs, and SME participation in validation.

***

## What Gets Migrated (Scope and Rules)

Migration is scoped to ensure regulatory continuity and effective operations in Unifize. Items that do not require continuity should be archived externally and referenced as needed.

### Master Data

<table data-header-hidden><thead><tr><th width="174.7666015625"></th><th></th></tr></thead><tbody><tr><td><strong>Scope</strong></td><td>Employees, customers, suppliers, products, parts, plants, locations.</td></tr><tr><td><strong>Rule</strong></td><td>Deduplicate records, deactivate obsolete entries, and standardize codes and naming.</td></tr><tr><td><strong>Acceptance</strong></td><td>Sample checks pass; code systems and relationships are consistent and documented.</td></tr></tbody></table>

### Documents (Controlled Content)

<table data-header-hidden><thead><tr><th width="174.068359375"></th><th></th></tr></thead><tbody><tr><td><strong>Scope</strong></td><td>SOPs, policies, forms, work instructions.</td></tr><tr><td><strong>Rule</strong></td><td>The historical import contains the final approved version only. Future revisions are created and managed via Unifize document workflows.</td></tr><tr><td><strong>Acceptance</strong></td><td>Title/ID/owner/effective date are present; the file opens; the content matches the source copy.</td></tr></tbody></table>

### Filled-Out Records (Quality Events and Logs)

<table data-header-hidden><thead><tr><th width="175.337890625"></th><th></th></tr></thead><tbody><tr><td><strong>Scope</strong></td><td>NCRs, CAPAs, change controls, inspections, audits, product specifications.</td></tr><tr><td><strong>Rule</strong></td><td><ul><li><em>If continuity required:</em> Import as active records to preserve reporting and audit history.</li><li><em>If continuity is not required:</em> Retain as an external archive; add references in Unifize if needed.</li></ul></td></tr><tr><td><strong>Acceptance</strong></td><td>Representative samples reconcile to source counts and key fields; all evidence links open successfully.</td></tr></tbody></table>

***

## Supported File Types and Formatting

<table data-header-hidden><thead><tr><th width="225.7919921875">File</th><th>Supported type</th></tr></thead><tbody><tr><td><strong>Structured data</strong></td><td>CSV, XLS, XLSX</td></tr><tr><td><strong>Documents</strong></td><td>PDF, DOCX, XLSX, PPTX, TXT</td></tr><tr><td><strong>Images and evidence</strong></td><td>JPG, PNG, TIFF</td></tr><tr><td><strong>System exports</strong></td><td>XML, JSON (transformation/mapping required)</td></tr><tr><td><strong>Scans</strong></td><td>PDF/TIFF with OCR where searchable text is needed</td></tr></tbody></table>

#### CSV/XLSX formatting requirements:

* UTF‑8 encoding; single header row; one record per row.
* Stable column names; separate columns for codes versus descriptions.
* Unique keys/IDs where available; supply lookup tables for code systems.
* Provide one file per entity (e.g., Parts.csv, Suppliers.csv) and one per record type.<br>

***

## Using the Unifize API for Data Migration

For teams with technical capability, the [Unifize API](/developer/introduction.md) can be used to automate or supplement the migration process. The API provides endpoints for securely creating, updating, and validating records in your Unifize instance, making it suitable for scenarios where scripted imports or ongoing integrations are required.

#### When to use the API

* Complex migrations where data transformations are easier to script than prepare in flat files
* Incremental or phased migrations requiring controlled, repeatable imports
* Building integrations with existing systems for live or ongoing data synchronization

#### Key resources

* [Authentication and API basics](/developer/authentication.md)
* [API references](/developer/api-reference.md)
* [Usage and quickstart](/developer/usage.md)

\
For most migrations, CSV/XML/JSON exports with scripted imports remain the recommended approach. The API is best suited as a complementary option for specialized use cases.

***

## Switchover Strategies

Switchover timing is chosen after scope and continuity decisions are finalized.

### Big-bang

A single switchover after import and validation. Appropriate when the scope is bounded and the data is clean. Risk increases if outstanding cleanup or validation remains.

### Phased

Staged migration by process, site, or department. Appropriate for hybrid states and large historical scopes. Requires managing parallel operations during transition.

### Unifize recommended practice

Big‑bang for master data and controlled documents; phased migration for historical quality records in compliance priority order.

***

## Standard Migration Workflow (Ownership and Risks)

| **1. Discovery and scoping**  | Inventory sources: define in‑scope entities and continuity level; appoint Champion; plan timeline   | Customer + Unifize                        | No Champion; unclear scope; unrealistic dates           |
| ----------------------------- | --------------------------------------------------------------------------------------------------- | ----------------------------------------- | ------------------------------------------------------- |
| **2. Extraction**             | Scan/OCR (paper); export CSV/XLSX; obtain XML/JSON from systems                                     | Customer (Unifize guidance)               | Missing access; corrupted exports; IT bottlenecks       |
| **3. Cleanup and mapping**    | Deduplicate; standardize codes; deactivate obsolete entries; map fields to Unifize                  | Customer (business) + Unifize (technical) | Dirty data; inconsistent naming; unmapped fields        |
| **4. Import execution**       | Manual uploads for simple files; scripted imports for bulk/master data and linked documents         | Customer (files) + Unifize (imports)      | Invalid formats; missing attachments; transform errors  |
| **5. Validation (IQ/OQ/PQ)**  | Reconcile samples to source; verify workflows operate on migrated data; run PQ with realistic usage | Customer (business) + Unifize (system)    | Gaps in checks; overlooked records; misconfigured flows |
| **6. Switchover and go‑live** | Apply big‑bang/phased plan; disable legacy write paths; designate Unifize as system of record       | Customer + Unifize                        | Parallel entry; change‑management gaps                  |
| **7. Hypercare**              | Triage issues; minor data corrections; reinforce new procedures                                     | Unifize + Customer                        | Reversion to shadow trackers                            |

### Risks and Constraints

* **Continuity vs. archive:** Not all historical records require import. Prioritize compliance‑critical items.
* **OCR limitations:** Expect manual verification for data derived from scanned documents.
* **Export dependencies:** XML/JSON exports often require IT support; plan lead time.
* **Bandwidth:** Cleanup and validation require SME time; this is the most common schedule driver.
* **Link resolution:** Spreadsheet‑to‑file links frequently need remediation prior to import.

Mitigation actions include early scoping, dry‑run samples, documented acceptance criteria, and phased cutover for higher‑risk areas.

### Deliverables and Acceptance

**Customer inputs:** Source extracts and scans, mapping decisions, code lists, and continuity/archival decisions.\
**Unifize outputs:** Templates, field mappings, import scripts, migration runbook, validation support, and a hypercare plan.

#### **Acceptance to proceed to go‑live:**

* Agreed scope is complete and imported.
* Switchover checklist executed and legacy write paths disabled or governed.
* Champion signs off on readiness.

***

## Appendix: Timeline reference by starting state

| Paper-based              | 8-12 weeks  |
| ------------------------ | ----------- |
| Excel trackers           | 6-8 weeks   |
| Excel + linked documents | 8-10 weeks  |
| Legacy/homegrown systems | 10-14 weeks |
| Hybrid                   | 12-16 weeks |

<a href="https://www.notion.so/VER-1-Data-Migration-Guide-264860e6b45e80d6a570fb6e6ae41ec9?source=copy_link" class="button primary" data-icon="pen-to-square">Submit feedback</a>


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.unifize.com/admin-guide/data-migration.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.